Good day all......

With Friday being a slow list day, I thought I would pose the following 
question:

What are some of the best practices your organization uses to manage 
e-mail?

Here are some of the items  I currently have on my list:

Best Practices 
1)  Upon arrival at TRCA, users will be presented with the policy and 
procedures for e-mail management
2)  Users will be encouraged to have two or three times a day when they 
open their e-mail.  As users are fairly fresh in the morning, do not use 
this time to open your e-mails.  Instead use it to do your more important 
tasks.  Suggested times are 11 am and 3pm. Let people know that if they 
need to reach you instantly, e-mail isn't the way. When it's e-mail 
processing time, however, shut the office door, turn off the phone, and 
blast through the messages.
3)  Users are encouraged to manage their e-mails as they open them.  If an 
official  record, store it within the records area of Laserfiche.  If a 
transitory record, store it in the folder portion of Notes e-mail or 
within the working documents area of Laserfiche.  Transitory records are 
short term retention of two years.  Once open, deal with it!!
4)  E-mails stored as official records and within Laserfiche take on the 
retention of the folder they are assigned to.
5)  When replying to an e-mail message that has attachments, hit the 
?reply without attachments?.  That way, your sent box volume remains low 
and the individual does not receive the attachment they have previously 
forwarded. 
6)  Quota volume is determined by items in the in-box, in the sent area, 
within folders in Notes and in the ?trash? area.  Remember to periodically 
empty your trash.
7)  Items stored in the e-mail in-box slows the Lotus Notes system down. 
Store them in folders in Notes or within Laserfiche for quicker access. 

If you have any best practices which you care to share, please forward 
them on to the list.


Thanks,

John Annunziello, ermm
Manager, Records and Information 
Toronto and Region Conservation Authority
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